View
213
Download
0
Embed Size (px)
Citation preview
Office 2003Introductory Concepts
and Techniques
M i c r o s o f t
Outlook Project
E-Mail and Contact Management with Outlook
2Outlook Project: E-Mail and Contact Management with Outlook
Objectives
• Start Outlook
• Open, read, print, reply to, and delete electronic mail messages
• View a file attachment
• Create and insert an e-mail signature
• Compose, format and send electronic mail messages
3Outlook Project: E-Mail and Contact Management with Outlook
Objectives
• Insert a file attachment in an e-mail message
• Flag and sort e-mail messages
• Set e-mail importance, sensitivity, and delivery options
• Create a personal folder
• Create and print a contact list
4Outlook Project: E-Mail and Contact Management with Outlook
Objectives
• Use the Find a Contact feature
• Organize the contact list
• Track activities of a contact
• Quit Outlook
5Outlook Project: E-Mail and Contact Management with Outlook
Starting and Customizing Outlook
• Click the Start button on the Windows taskbar, point to All Programs on the Start menu, point to Microsoft office on the All Programs submenu, and then point to Microsoft Office Outlook 2003 on the Microsoft Office submenu
• Click Microsoft Office Outlook 2003. If necessary, click the Mail button in the Navigation Pane and then click the Inbox folder in the All Mail Folders pane
• If the Inbox – Microsoft Office Outlook window is not maximized, double-click its title bar to maximize it
6Outlook Project: E-Mail and Contact Management with Outlook
Starting and Customizing Outlook
• Drag the right border of the Inbox message pane to the right so that the Inbox message pane and Reading Pane have the same width
• If the Language bar shows, right-click it and then click Close the Language bar on the shortcut menu
7Outlook Project: E-Mail and Contact Management with Outlook
Starting and Customizing Outlook
8Outlook Project: E-Mail and Contact Management with Outlook
Opening (Reading) an E-Mail Message• Double-click the Marci
Laver message heading in the Inbox Message pane and then maximize the Practice Schedule for Next Week window
9Outlook Project: E-Mail and Contact Management with Outlook
Printing an Opened E-Mail Message• Point to the Print
button on the Standard toolbar
• Click the Print button
10Outlook Project: E-Mail and Contact Management with Outlook
Closing an E-Mail Message
• Click the Close button on the title bar
11Outlook Project: E-Mail and Contact Management with Outlook
Replying to an E-Mail Message
• If necessary, click the Marci Laver message heading in the message pane
• Click the Reply button on the Standard toolbar• When Outlook displays the Message window for
the reply, if necessary, double-click the title bar to maximize the window
• Type the e-mail reply as shown on the following slide
• Click the Send button
12Outlook Project: E-Mail and Contact Management with Outlook
Replying to an E-Mail Message
13Outlook Project: E-Mail and Contact Management with Outlook
Forwarding an E-Mail Message
• With the Inbox window active, click the Marci Laver message header in the message pane
• Click the Forward button on the Standard toolbar• When Outlook displays the Message window for
the forwarded message, type [email protected] in the To text box as the recipient’s e-mail address
• Enter the forwarding message in the message body as shown on the following slide
• Click the Send button
14Outlook Project: E-Mail and Contact Management with Outlook
Forwarding an E-Mail Message
15Outlook Project: E-Mail and Contact Management with Outlook
Deleting an E-Mail Message
• With the Inbox window active, click the Marci Laver message heading in the message pane
• Click the Delete button on the Standard toolbar
16Outlook Project: E-Mail and Contact Management with Outlook
Viewing a File Attachment
• With the Inbox window active, double-click the Kendra Zimmerman message heading in the message pane
• Double-click the Woodland Schedule.xls icon on the Attachments line
• If Outlook displays the Opening Mail Attachment dialog box, click the Open button
• After viewing the worksheet, click the Close button on the right side of the title bar in the Excel window
• Click the Close button in the Message window
17Outlook Project: E-Mail and Contact Management with Outlook
Viewing a File Attachment
18Outlook Project: E-Mail and Contact Management with Outlook
Creating and Inserting an E-Mail Signature• With the Inbox window active, click Tools
on the menu bar
• Click Options on the Tools menu
• When Outlook displays the Options dialog box, click the Mail Format tab
• Click the Signatures button
• Click the New button
19Outlook Project: E-Mail and Contact Management with Outlook
Creating and Inserting an E-Mail Signature• When Outlook displays the Create New
Signature dialog box, type Team in the Enter a name for your new signature text box
• Click the Next button• When Outlook displays the Edit Signature
– [Team] dialog box, type Maria Rosado – Captain in the Signature text box
• Click the Finish button
20Outlook Project: E-Mail and Contact Management with Outlook
Creating and Inserting an E-Mail Signature• Click the OK button
• In the Signatures area of the Options dialog box, select the appropriate e-mail account
• If necessary, select Team in the Signature for new messages box and the Signature for replies and forwards box
• Click the OK button
21Outlook Project: E-Mail and Contact Management with Outlook
Creating and Inserting an E-Mail Signature
22Outlook Project: E-Mail and Contact Management with Outlook
Composing an E-Mail Message
• With the Inbox window active, point to the New Mail Message button on the Standard toolbar
• Click the New Mail Message button• Type [email protected] in the To text
box, click the Subject text box, and then type Updated Practice Schedule in the Subject text box
• Press the TAB key• Type the e-mail message shown on the following
slide
23Outlook Project: E-Mail and Contact Management with Outlook
Composing an E-Mail Message
24Outlook Project: E-Mail and Contact Management with Outlook
Formatting an E-Mail Message
• Drag to select the text, UPDATED PRACTICE SCHEDULE, in the message body
• Click the Center button on the E-Mail toolbar• Click the Font Size box arrow on the E-Mail
toolbar• Scroll down the Font Size list, click 36, and then
click the selected text to remove the selection
25Outlook Project: E-Mail and Contact Management with Outlook
Formatting an E-Mail Message
26Outlook Project: E-Mail and Contact Management with Outlook
Attaching a File to an E-Mail Message• Insert the Data Files for Students into one of the
computer’s USB ports• Click the Insert File button on the Standard
toolbar• Click the Look in box arrow and then click USB
flash drive• Click Updated Practice Schedule in the Insert
File dialog box• Click the Insert button in the Insert File dialog
box
27Outlook Project: E-Mail and Contact Management with Outlook
Attaching a File to an E-Mail Message
28Outlook Project: E-Mail and Contact Management with Outlook
Sending an E-Mail Message
• Click the Send button on the Standard toolbar
29Outlook Project: E-Mail and Contact Management with Outlook
Flagging E-Mail Messages
• With the Inbox window active, right-click the Kendra Zimmerman message heading
• Point to Follow Up on the shortcut menu
• Click the Red Flag command on the Follow Up submenu
• Repeat the previous two steps to flag the remaining messages in the message pane
• Select different colors as necessary
30Outlook Project: E-Mail and Contact Management with Outlook
Flagging E-Mail Messages
31Outlook Project: E-Mail and Contact Management with Outlook
Sorting E-Mail Messages by Flag Color• With the Inbox
window active, click View on the menu bar and then point to Arrange By
• Click Flag on the Arrange By submenu
32Outlook Project: E-Mail and Contact Management with Outlook
Creating and Applying a View Filter
• With the Inbox window active, click View on the menu bar
• Point to Arrange By on the View menu and then click Custom on the Arrange By submenu
• Click the Filter button
33Outlook Project: E-Mail and Contact Management with Outlook
Creating and Applying a View Filter
• When Outlook displays the Filter dialog box, click the From text box
• Type Kendra Zimmerman in the From text box
• Click the OK button in the Filter dialog box and the Customize View: Messages dialog box
34Outlook Project: E-Mail and Contact Management with Outlook
Creating and Applying a View Filter
35Outlook Project: E-Mail and Contact Management with Outlook
Setting Message Importance, Sensitivity, and Delivery Options in a Single Message
• With the Inbox window active, click the New Mail Message button on the Standard toolbar
• Enter the message information shown in figure 1-48 on page OUT 34
• Click the Options button on the Mail toolbar• Click the Importance box arrow and then select
High in the Importance list• Click the Sensitivity box arrow and then select
Private in the Sensitivity list
36Outlook Project: E-Mail and Contact Management with Outlook
Setting Message Importance, Sensitivity, and Delivery Options in a Single Message
• Click Do not deliver before in the Delivery options area to select it
• Select September 12, 2005 in the calendar and 12:00 PM as the time in the respective delivery boxes
• Click the Close button
• Click the Send button on the Standard toolbar
37Outlook Project: E-Mail and Contact Management with Outlook
Setting Message Importance, Sensitivity, and Delivery Options in a Single Message
38Outlook Project: E-Mail and Contact Management with Outlook
Changing the Default Level of Importance and Sensitivity• With the Inbox window active, click Tools
on the menu bar and then click Options on the Tools menu
• In the Preferences sheet, click the E-mail Options button
• Click the Advanced E-mail Options button• When Outlook displays the Advanced E-
mail Options dialog box, click the Set importance box arrow
39Outlook Project: E-Mail and Contact Management with Outlook
Changing the Default Level of Importance and Sensitivity• Select High in the Set importance list
• Select Private in the Set sensitivity list
• Click the OK button in all three open dialog boxes
40Outlook Project: E-Mail and Contact Management with Outlook
Changing the Default Level of Importance and Sensitivity
41Outlook Project: E-Mail and Contact Management with Outlook
Creating a Personal Folder
• Click the Contacts button in the Navigation Pane• When Outlook displays the Contacts window,
right-click Contacts in the My Contacts pane• Click New Folder on the My Contacts shortcut
menu• When Outlook displays the Create New Folder
dialog box, type Maria’s Contacts in the Name text box
42Outlook Project: E-Mail and Contact Management with Outlook
Creating a Personal Folder
• If necessary, select Contact Items in the Folder contains list
• Click Contacts in the Select where to place the folder list
• Click the OK button
• Click Maria’s Contacts in the My Contacts list
43Outlook Project: E-Mail and Contact Management with Outlook
Creating a Personal Folder
44Outlook Project: E-Mail and Contact Management with Outlook
Creating a Contact List
• With the Contacts window active and Maria’s Contacts folder selected, click the New button on the Standard toolbar
• When Outlook displays the Untitled – Contact window, if necessary, maximize the window
• Type Kendra Zimmerman in the Full Name text box
• Click the Business text box in the Phone numbers area
• Type 2195558520 as the business telephone number and then click the Home text box
45Outlook Project: E-Mail and Contact Management with Outlook
Creating a Contact List
• Type 2195556547 as the Home telephone number
• Click the Addresses box arrow and select Home• Click the text box in the Addresses area, type 188 Hohman Ave. and then press the ENTER key
• Type Hammond, IN 46327 to complete the address entry
• Click the E-mail text box
46Outlook Project: E-Mail and Contact Management with Outlook
Creating a Contact List
• Type [email protected] as the e-mail address
• Click the Save and Close button on the Standard toolbar
• Click the New Contact button on the Standard toolbar
• Repeat the previous steps to enter the seven remaining contacts on the following slide
47Outlook Project: E-Mail and Contact Management with Outlook
Creating a Contact List
48Outlook Project: E-Mail and Contact Management with Outlook
Creating a Contact List
49Outlook Project: E-Mail and Contact Management with Outlook
Changing the View and Sorting the Contact List• With the Maria’s Contacts – Microsoft Outlook
window active, click the Phone List in the Current View pane of the Navigation Pane
• With the Phone List in ascending sequence by the File As field, click the File As column heading in the Contacts pane
• After reviewing the contact list in Phone List view, click Address Cards in the Current View pane in the Navigation Pane
50Outlook Project: E-Mail and Contact Management with Outlook
Changing the View and Sorting the Contact List
51Outlook Project: E-Mail and Contact Management with Outlook
Finding a Contact
• Click the Find a Contact box on the Standard toolbar
• Type dic in the text box
• Press the ENTER key
• Click the Close button on the right side of the title bar in the Contact window
52Outlook Project: E-Mail and Contact Management with Outlook
Finding a Contact
53Outlook Project: E-Mail and Contact Management with Outlook
Organizing Contacts
• Click Tools on the menu bar and then click Organize on the Tools menu
• Click the name bar of the Susan Hadley contact record
• Hold down the CTRL key and then click the name bar of Marci Laver and Patti Sabol
• Release the CTRL key
54Outlook Project: E-Mail and Contact Management with Outlook
Organizing Contacts
• Click the Add contacts selected below to box arrow
• Click Personal in the list
• Click the Add button
• Click the Close button on the Ways to Organize Maria’s Contacts dialog box
55Outlook Project: E-Mail and Contact Management with Outlook
Organizing Contacts
56Outlook Project: E-Mail and Contact Management with Outlook
Displaying Contacts in a Category
• With the Contacts window active, click the Find button on the Standard toolbar
• When Outlook displays the Find toolbar above the Contacts pane, type Personal in the Look for box
• If necessary, click Maria’s Contacts in the My Contacts pane so it appears in the Search In box
• Click the Find Now button on the Find toolbar• After viewing the contacts in the Personal
category, click the Find button on the Standard toolbar
57Outlook Project: E-Mail and Contact Management with Outlook
Displaying Contacts in a Category
58Outlook Project: E-Mail and Contact Management with Outlook
Previewing and Printing the Contact List• With the Contacts window active, click the
Print button on the Standard toolbar• Click the Preview button• After viewing the preview of the printed
contacts list, click the Close button• If the preview is acceptable, ready the
printer• Click the Print button on the Standard
toolbar
59Outlook Project: E-Mail and Contact Management with Outlook
Previewing and Printing the Contact List• When Outlook displays the Print dialog
box, click the OK button
60Outlook Project: E-Mail and Contact Management with Outlook
Using the Contact List to Address an E-Mail Message• Click the Mail button in the Navigation Pane to
display the Inbox window• Click the New Mail Message button on the
Standard toolbar• When Outlook displays the Untitled Message
window, if necessary, double-click its title bar to maximize it
• Click the To button on the left side of the Message window
• When Outlook displays the Select Names dialog box, click the Show Names from the box arrow
61Outlook Project: E-Mail and Contact Management with Outlook
Using the Contact List to Address an E-Mail Message• Click Maria’s Contacts in the list
• Click the Patti Sabol entry in the E-Mail Address list box
• Click the To button in the Message Recipients area
• Click the OK button
• Click the Subject text box and then type Fund-raiser T-Shirts as the entry
62Outlook Project: E-Mail and Contact Management with Outlook
Using the Contact List to Address an E-Mail Message• Press the TAB key• Type Patti, I need help! and then
press the ENTER key twice• Type The T-shirts for the team fund-raiser will be ready at 2:00 p.m. on Friday. I will be in class at that time, so I will need you to pick them up.
• Click the Send button
63Outlook Project: E-Mail and Contact Management with Outlook
Using the Contact List to Address an E-Mail Message
64Outlook Project: E-Mail and Contact Management with Outlook
Creating a Distribution List
• With the Inbox window active, click the New Mail Message button arrow on the Standard toolbar
• Click Distribution List• When Outlook displays the Untitled – Distribution List
window, type Computer Classmates in the Name text box, and then click the Select Members button
• When Outlook displays the Select members dialog box, click the Show Names from the box arrow and click Maria’s Contacts
• Select Chris Johnson and then click the Members button
65Outlook Project: E-Mail and Contact Management with Outlook
Creating a Distribution List
• Add Hayley Miller and Susan Hadley in the same manner to the members list in the Add to distribution list area
• Click the OK button• Click the Save and Close button on the Standard
toolbar• Click the Address Book button on the Standard
toolbar• Click the Close button on the right side of the
title bar in the Address Book window
66Outlook Project: E-Mail and Contact Management with Outlook
Creating a Distribution List
67Outlook Project: E-Mail and Contact Management with Outlook
Saving a Contact List as a Text File and Displaying It in Notepad• Insert the Data Files for Students into one
of the computer’s USB ports
• With the Contacts window active, click the name bar of the first contact in the contact list
• Press CTRL+A to select all the contacts
• Click File on the menu bar
68Outlook Project: E-Mail and Contact Management with Outlook
Saving a Contact List as a Text File and Displaying It in Notepad• Click Save As on the File menu• When Outlook displays the Save As dialog box,
type Maria’s Contacts in the File name text box• If necessary, select Text Only in the Save as
type box• Click the Save in box arrow and then select the
USB flash drive• Click the Save button in the Save As dialog box
69Outlook Project: E-Mail and Contact Management with Outlook
Saving a Contact List as a Text File and Displaying It in Notepad• Click the Start button on the Windows taskbar, point to
All Programs on the Start menu, point to Accessories on the All Programs submenu, and then click Notepad on the Accessories submenu
• When Notepad starts, click the Maximize button on the title bar, click File on the menu bar, and then click Open
• When Outlook displays the Open dialog box, click the Files of type box arrow, click All Files, click the Look in box arrow, and then click USB flash drive in the Look in list
• Double-click Maria’s Contacts• After viewing the text file, click the Close button on the
right side of the Notepad title bar
70Outlook Project: E-Mail and Contact Management with Outlook
Saving a Contact List as a Text File and Displaying It in Notepad
71Outlook Project: E-Mail and Contact Management with Outlook
Tracking Activities for a Contact
• With the Contacts window active, double-click the Kendra Zimmerman contact heading
• Click the Activities tab• Click the Close button
on the Kendra Zimmerman – Contact window
72Outlook Project: E-Mail and Contact Management with Outlook
Quitting Outlook
• Click the Close button on the Outlook title bar
73Outlook Project: E-Mail and Contact Management with Outlook
Summary
• Start Outlook
• Open, read, print, reply to, and delete electronic mail messages
• View a file attachment
• Create and insert an e-mail signature
• Compose, format and send electronic mail messages
74Outlook Project: E-Mail and Contact Management with Outlook
Summary
• Insert a file attachment in an e-mail message
• Flag and sort e-mail messages
• Set e-mail importance, sensitivity, and delivery options
• Create a personal folder
• Create and print a contact list
75Outlook Project: E-Mail and Contact Management with Outlook
Summary
• Use the Find a Contact feature
• Organize the contact list
• Track activities of a contact
• Quit Outlook
Office 2003Introductory Concepts
and Techniques
M i c r o s o f t
Outlook Project Complete